Alviyora

Academics

Class allocation

Placing learners into classes within a grade — by subject choice, by keeping classes together, or balanced.

Written for School admin
On this page

This page has no sections.

Promotion answers which grade a learner moves into. This answers which class — 10A, 10B or 10C — and it is a genuinely different question, decided by different things and usually at a different time.

It is also the part that costs schools weeks. A grade of 180 learners split across five classes is 180 decisions, and every one of them has a reason behind it.

Who can do this

Manage Promotion — the same permission the promotion screen uses. Admin holds it; teachers do not.

Why it is a separate screen

A learner’s class is not decided by their marks alone. It is decided by:

  • Their subject choices. From Grade 10 up, this is usually the whole answer — see below.
  • Class sizes. Five classes of 36 rather than three of 50 and two of 15.
  • Keeping a group together, or deliberately splitting one.

None of that is a pass/fail judgement, and none of it has to happen on the same day as promotion. Promote in December, allocate once subject choices are in, reallocate in March when a family arrives mid-term — nothing here touches a promotion record.

The subject-choice problem

This is the reason the screen exists.

Once learners choose subjects, their class is largely decided for them. A learner taking Electrical Technology, IT and Physical Sciences cannot sit in the same class as one taking Tourism, History and Business Studies — one timetable cannot serve both. Schools solve this by building each class around a subject package, which is why 10A and 10F often have almost nothing in common.

Alviyora reads the subject enrolments you have already captured and groups learners with the identical package into the same class.

Capture subject enrolments first

Grouping by subject choice needs enrolments for the year you are allocating into. Without them the button is disabled and the screen says so — it will not silently pretend everyone takes the same subjects.

For grades where subject choice does not vary, this does not apply; use one of the other two suggestions.

Using the board

Academics → Class Allocation. Choose the grade, and the academic year whose subject choices should be read.

Each class is a column. Every learner in the grade is a card, showing their subject package, their year-end average and which class they came up from. Anyone not yet placed sits in Unassigned.

Each class is a column; each learner is a card you can move between them.

Start with a suggestion

Three, and each matches a real way schools split a grade:

  • By subject choice — everyone on the same subject package lands in the same class. The Grade 9 → 10 case.
  • Keep classes together — 9A becomes 10A, 9B becomes 10B. The common case lower down a school, where a streamed group moves up intact.
  • Balanced — even class sizes with academic ability spread evenly across them, rather than every strong learner stacked in one class.

A suggestion fills the board. It does not save anything.

Fix what it got wrong

Drag any learner to any class. On a phone, or with a keyboard, use the class dropdown on each card instead — both do the same thing.

The suggestion is a first pass, not a verdict. It cannot know that two learners should be kept apart, or that one needs a particular teacher. You can.

Watch the column headings

Each class shows its headcount, gender split and average as you work, so a lopsided class is visible while you are making it rather than in February. Two badges warn you:

  • Over capacity — more learners than the class’s maximum.
  • n subject sets — this class contains more than one subject package, which usually means a timetable clash waiting to happen.

Save

Nothing reaches a learner’s record until you press Save allocation, and the bar above the board tells you exactly how many learners will move. Discard changes puts the board back to how it actually is.

Everything is reversible

Allocation is not a one-shot annual event. Come back in March, re-run a suggestion, drag people around, save again. It only ever changes which class a learner is in.

What a class change affects

Moving a learner between classes changes what follows from it:

  • The register. They appear on the new class’s register from that point.
  • Which teacher sees them, through that teacher’s class assignments.
  • Their timetable, since it is the class’s timetable.

Their attendance history, marks and notes stay exactly as they are. Past registers are not rewritten — May’s register still says which class they were in during May.

Year-end promotion Closing off a year: final averages, learner-by-learner decisions, promote a grade.Grade subjects and enrolments Which subjects a grade takes, and which learners sit in each of them. Bulk enrol included.Years, grades, classes and subjects The scaffolding everything else hangs on. Get this right and the rest follows.